Senior Medical Administrator

You may already be the person everyone comes to when something goes wrong.

You understand how a medical practice really works. You notice the details others miss, support colleagues, solve difficult problems and make sure things are done properly.

But perhaps your current role still feels like “just reception”.

If you are ready for more responsibility, greater recognition and the opportunity to develop towards practice management, this could be the next step in your career.

Wellvue is a rapidly growing Australian mental health service looking for an exceptional Senior Medical Administrator to join our team full time.

You will work closely with and learn directly from one of the region’s most highly regarded Practice Managers, gaining hands on mentoring in practice operations, leadership, problem solving and team management as you build towards future practice management responsibilities.

Based at Hibernia Lodge in Queanbeyan, only minutes from Canberra, with free onsite parking, Monday to Friday hours and no weekend work.

About Wellvue

Wellvue was created with a simple goal: to make high quality mental healthcare more accessible to Australians.

We support a growing network of psychiatrists, psychologists and other clinicians who provide specialist mental healthcare to patients across Australia through telehealth.

Behind our clinicians is an administrative team responsible for making the experience as smooth as possible for patients, referrers and clinicians.

As Wellvue continues to grow, we are looking for people who want to grow with us.

About the role

This is a senior medical administration position combining hands on medical administration with greater responsibility for supporting the day to day operation of the practice.

Your responsibilities will include:

• Managing patient enquiries, referrals and appointment bookings

• Supporting psychiatrists, psychologists and other clinicians

• Managing Medicare, billing and payment related administration

• Assisting with complex patient and clinician enquiries

• Supporting the Practice Manager with daily operational issues

• Providing guidance and support to other administrative team members

• Assisting with training and onboarding new staff

• Reviewing administrative work for accuracy and completeness

• Helping maintain high standards across referrals, bookings, billing and patient communication

• Identifying administrative problems and helping develop practical solutions

• Assisting with quality control and ensuring procedures are followed consistently

• Contributing ideas to improve our systems, workflows and patient experience

• Acting as a senior point of contact within the administrative team when required

This remains a hands on role.

We believe the best senior administrators understand the work their team performs and are willing to assist wherever needed.

Who we are looking for

You may currently be working as a Senior Medical Administrator, Senior Medical Receptionist, Practice Coordinator, Medical Secretary, Assistant Practice Manager or in another experienced healthcare administration role.

You do not necessarily need to have previously held a formal leadership title.

We are much more interested in finding someone who has developed the judgement, initiative and professionalism expected of a senior team member.

We would particularly like to hear from you if you:

• Have substantial experience in medical administration or medical reception

• Have experience working in a specialist medical practice or similarly complex healthcare environment

• Are confident communicating with patients, doctors and other healthcare professionals

• Have experience with Medicare and medical billing

• Have exceptional attention to detail

• Take ownership of problems and follow them through to resolution

• Remain calm and professional when managing complicated situations

• Enjoy helping and supporting other staff

• Can prioritise competing demands effectively

• Are comfortable making decisions within your level of responsibility

• Enjoy improving systems rather than simply accepting that things have always been done a particular way

• Want to continue learning and developing professionally

Experience with Halaxy or another medical practice management system would be highly regarded.

Experience within psychiatry, psychology or mental health would also be highly regarded, although it is not essential.

A minimum of 3 years experience in medical administration or medical reception is required.

Why join Wellvue?

We want Wellvue to be an excellent place to receive mental healthcare and an excellent place to work.

We offer:

• $80,000 to $85,000 plus superannuation, depending on experience and capability

• A genuine senior position with meaningful responsibility

• The opportunity to work closely with and learn from an experienced Practice Manager

• A clear opportunity to develop broader practice management and leadership capability

• Full time Monday to Friday work

• No weekend work

• A supportive and collaborative team

• Meaningful work within mental healthcare

• The opportunity to contribute ideas and improve how the organisation operates

• Professional development as Wellvue continues to grow

• Free onsite parking

• A beautiful and distinctive heritage workplace at Hibernia Lodge in Queanbeyan

We are a growing organisation, which means there will be opportunities for capable people to take on increasing responsibility over time.

Our workplace

Our administrative team works from Hibernia Lodge, a beautiful heritage property in Queanbeyan, only minutes from Canberra.

It provides a very different working environment from a traditional medical reception or corporate office.

The role is primarily office based because working closely with the Practice Manager and administrative team is an important part of the position.

Remuneration

The salary range is $80,000 to $85,000 plus superannuation, depending on experience and capability.

The upper end of the range is intended for candidates with substantial medical administration experience who can demonstrate strong judgement, problem solving capability and the ability to support and guide other members of the administrative team.

How to apply

Please submit your CV and a short cover letter telling us about your experience and why this position interests you.

We would particularly like to hear about:

• Your medical administration experience

• Responsibilities you currently undertake beyond standard reception duties

• Any experience training or supporting other staff

• An example of a process or system you have helped improve

• Why you are ready for a senior medical administration role

If you are an experienced medical administrator who feels ready for something more, we would love to hear from you.